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HomeMy WebLinkAboutMinutes MINUTES OF THE LONG RANGE FINANCE COMMITTEE September 7, 2011 ROOM 406 The regular meeting of the Long Range Finance Committee was held on Wednesday, September 7, 2011, in Room 406, at Oshkosh City Hall, 215 Church Avenue. The meeting was called to order by Chair Harold Buchholz, at 5:13 p.m. Members Present: Harold Buchholz, Jeffrey Thoms, Bryan Schulz, Don Simons, Deb Allison- Aasby, and Tom Pech Jr. Members Absent: Jeff Herzig, Jason Hirschberg, and Doug Pearson Staff Present: Peggy Steeno-Finance Director, and Lori Burns–Administrative Assistant I.APPROVAL OF AUGUST 3, 2011 MINUTES No discussion/changes. Motion by Thoms, Second by Simons, to approve the Committee Meeting Minutes of August 3, 2011. Motion passed unanimously. II.CITIZEN INPUT None. III.MEETING TIMES / LENGTH (~5:12 – 5:18) Chair Buchholz made a motion to reduce the meeting lengths by one half hour, from the current time 5:00 pm - 7:00 pm to 5:00 pm - 6:30 pm. A discussion followed regarding the number of items the Committee has to discuss, and whether 90 minutes will be enough time. Discussion ensued, and the Committee as a whole agreed to try the ninety minute length for three to four months, and revisit at that point to determine if longer meetings are required. Chair Buchholz stated that he will manage the meetings to the shorter time frame and limit the free flow discussion to appropriate times. Motion to change the meeting time from 5:00 – 6:30 by Buchholz, second by Schulz. Motion passed unanimously. Motion was made by Chair Buchholz for him to recognize the person wishing to comment. Seconded by Thoms, opposed by Schulz, all others present were in favor. Carried 4-1. IV.INFORMATION SHARING/HOUSEKEEPING ITEMS (~5:18-5:20) Committee Information on the City’s Website Staff provided an overview of the LRFC information on the City’s Website, and handed out a screen print of the website so that Committee members could review and discuss. Discussion followed on who designed it and updates it. It was explained that the City IT Department is in charge of this. Finance staff gives direction to the IT staff on needed changes, and updates. A suggestion was made to have a link on this page to the City’s budget documents. In addition, the Committee members’ terms were discussed as well as how the appointments/reappointments are completed. V.REVIEW/DISCUSS COMMITTEE’S ENABLING ORDINANCE (~5:20 – 5:40) Staff provided Committee members a copy of Resolution 09-412, and provided an overview as to how the Committee was formed, how it progressed from a “Budget Committee” to a “Long Range Finance Committee.” This direction and authority came from the Council. Discussions continued regarding the role of the chair (leader of committee, sets the agenda, runs the meetings, etc.) and that of the Committees (the Committee has the responsibility to advise the Council on policy issues related to the City’s finances including areas such as policy development, communications, and the impact of state legislation and policy decisions of the Council.). VI.REVIEW/DISCUSS MEETINGS AND ACCOMPLISHMENTS FROM THE PAST YEAR (~5:40 – 6:15) Staff completed and shared the “Summary of Meetings” that was compiled for the committee from August 4, 2010 to August 3, 2011, the entire period of existence of the Committee. This was done to illustrate the topics, discussions, and actions completed by the Committee in its first year of existence. The list outlines; items discussed, actions taken, and information shared. All Committee members were in agreement that it was a very successful first year. The discussion moved to Council’s knowledge of the Committee’s activities, and Council Member Pech stated the Council members do get the minutes as soon as approved by the Committee. Discussion continued on future topics, and what the Committee should be focusing on. The Committee asked staff to reformat the ‘Topics List’ for the next meeting so that the Committee could have a detailed discussion and vote on what the Committee believes the priorities are. It was discussed that the current ‘Topics List’ is a combination of staff suggestions and committee suggestions. Council Member Allison-Aasby and Council Member Pech discussed the possibility of a mini-workshop before a Council meeting to discuss the Long Range Finance Committee’s accomplishments and goals. This will be put on the agenda by them to be held after the Committee completes its discussion on the listing. This will take place after the Council completes its deliberation on the 2012 City Budget. VII. FUTURE TOPIC SUGGESTIONS / SUGGESTIONS FOR FUTURE AGENDA ITEMS (~6:15 – 6:30) The Committee continued discussion on the ‘Topics List’ and the desire to reprioritize this list. Committee Member Schulz expressed concern over the current list of topics and his desire to have Council give direction to the Committee. Other members favored the Committee prioritize the list and then ask the Council for input. Chair Buchholz suggested a process (10 – 4 Voting) for the Committee to use to complete the prioritization process. He then went on to explain the 10 – 4 voting process. This will take place during the next Committee meeting for the members to come up with the order of importance for items on the topics list. The list will be divided into three sections: 1) Completed Items, 2) Ongoing Items, and 3) Project Work. VIII.ADJOURNMENT Motion by Simons, Second by Schulz, to adjourn. Motion passed unanimously. Meeting adjourned at 6:35 p.m.